5.5. ERMUSR 03-08-2011Elk River
Municipal Utilities
13069 Orono Parkway • P.O. Box 430
Elk River, MN 55330-0430
UTILITIES COMMISSION MEETING
Phone: 763.441.2020
Fax: 763.441.8099
TO: FROM:
Elk River Municipal Utilities Commission Troy Adams, P.E. -Director of Operations
John Dietz, Chair
Daryl Thompson, Trustee
Al Nadeau
MEETING DATE: AGENDA ITEM NUMBER:
March 8, 201 I 5.5
SUBJECT:
Purchase Policies
BACKGROUND:
On January ] 4, 2003 the Utilities Commission approved a resolution to grant the purchase and payment
of equipment, materials, and services necessary to ensure efficient operations. This resolution is attached
for Commission reference. In 2009, the Utilities Commission directed staff to temporarily establish that
purchasing authority threshold to $10,000 for non-budgeted and budgeted purchases. This was to be
reevaluated at a future date.
DISCUSSION:
Often, the timely purchase of budgeted materials or equipment will exceed $10,000. For example,
transformers, cable, and meters all could be purchased annually in quantities that would exceed the
established $10,000 threshold. Larger items like swi[chgear may exceed $10,000 for one unit. At times
these purchases may be time sensitive and it may not be efficient operations to make these purchase
authorizations once a month. This would be similar to authorizing payment of the monthly purchase
power bill or the Waste Management Landfill Gas Plant Service Agreement payment. These payments
are documented in the check register and approved in the consent agenda by the Utilities Commission.
ACTION REQUESTED:
Staff recommends reestablishing the 2003 Utilities Commission Resolution to grant purchase and
payment of equipment, materials, and services necessary to ensure efficient operations.
RESOLUTION NO. _
ELK RIVER UTILITIES COMMISSION
WHEREAS, Elk River Municipal Utilities provides electric and water utility
services to its customers;
WHEREAS, in the ordinary course of business, claims for payment are made
against Elk River Municipal Utilities for goods and services provided to the utility;
WHEREAS, it is extremely important that Elk River Municipal Utilities pay its bills
in a timely fashion;
WHEREAS, the Elk River Utilities Commission is an independant commission of
the City of Elk River with the authority to discharge funds under its jurisdiction;
WHEREAS, the Utilities Commission has determined that it is in the best
interests of the utility to delegate authority to pay certain claims to the General
Manager.
NOW THEREFORE BE IT RESOLVED THAT:
1 . The General Manager is authorized to pay claims made against Elk River
Municipal Utilities to purchase equipment, materials, and services necessary to ensure
efficient operations.
2. The authority to pay claims does not extend to the following:
a. Purchases that require a formal bid process pursuant to Minnesota
Statutes.
b. Any non-budget items with a cost in excess of $10,000.00.
c. New vehicle purchases.
3. The General Manager shall adhere to the established internal accounting
and administrative control procedures to assure the proper disbursement of funds.
4. The General Manager shall submit a list of all claims paid to the Utilities
Commission for informational purposes at the Utilities Commission's next regularly
scheduled meeting after payment of the claim.
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